Sure tips for giving a smooth presentation

Preparing for a speech can be an intimidating experience. One way you can improve control of your presentation is by effective use of presentation aids. We're not just talking about PowerPoint; but the other tools that add value to a presentation.

Keep in mind making presentations to internal business groups, clients gathered for a special occasion or to market your company are a requirement in today's competitive business environment. The more professional your presentation, the better your chances are for meeting the expectations of all attendees.

We are all familiar with the speaker who fumbles at the podium, loses their train of thought and who speaks longer than noted on the agenda.

Some tips:

Your lectern should hold your text, not support your body. Your microphone should help your audience hear, not blast them out.

Position your lectern so the top ledge closest to you is at about the breastbone level. This allows the audience to see you and for you to see your notes.

Position your microphone about a hand span below your chin. This provides the best level while screening out other noises.

Never walk in front of the audio speakers or you will get whistles or screeches. And if your microphone isn't cordless and you want to move around, make sure you have enough cord. A good rule is to knot the cord on to yourself so you will feel a tug when you have reached your limit.

You can use visual aids to enhance your presentation and improve audience recall. You will need to select the aids that best fit your situation, format and budget.

Even low-budget presentations can benefit from one simple, inexpensive visual aid — the flip chart. There are a number of things you can do to make a flip chart work for you. First, start with a new pad that has enough paper for your presentation. The best ones have smooth finish paper so the ink doesn't bleed through.

The best pens are wide marking pens with felt or porous plastic tips. Try to limit yourself to three colors, and have at least four of each of the three colors on hand. This will back you up should some of them dry out.

Set up your easel so you and your audience can see the pad and each other. Position it opposite your writing hand, so you won't block it when you write. Another good trick is to secure the easel legs to the floor with duct tape. This protects you against the embarrassment of the easel accidentally collapsing in the middle of your presentation.

When you write on your flip chart, make sure you:

Limit each sheet to one idea or concept.

Write no more than nine lines of four to seven words on a page. (Six to seven lines is best.)

Write as high as possible on the sheets.

Use block letters at least an inch and a half high.

Spell your words correctly.

Use color for highlighting.

Let each graphic support your point, not duplicate it. Use different words than those you are saying as much as possible.

Look at your audience — not the pad — as you present flip chart information.

One last step to take is to try and arrive early for your presentation, even if it's your office building. Check out the room and set up your visual aids.

Test each piece of your audio/visual equipment. Check the lectern height and microphone.

When you have done everything possible to ensure a professional presentation, you have taken control. You can be confident that your efforts will be rewarding to you and to your audience.